S C H O OL DI STR I C T OF CO LB Y EDUCATION CENTER

DR. STEVEN KOLDEN, SUPERINTENDENT

505 WEST SPENCE ST. • P.O. BOX 139 • COLBY, WI 54421-0139 PHONE 715.223.2301 • FAX 715.223.4539

SKOLDEN@COLBY.K12.WI.US

FINANCIAL AFFAIRS COMMITTEE MEETING

MONDAY, FEBRUARY 16, 2015 7:00 PM

COLBY DISTRICT EDUCATION CENTER

OPEN MEETING

AGENDA

1) Review Invoices & Receipts

Committee Members Include: Donna Krueger, Chair

Deb Koncel Seth Pinter

S C H O O L D I S T R I C T O F C O L B Y E D U C A T I O N C E N T E R

STEVEN KOLDEN, SUPERINTENDENT

505 West Spence St. • P.O. Box 139 • Colby, WI 54421-0139 Phone 715.223.2301 • FAX 715.223.4539

skolden@colby.k12.wi.us

REGULAR SCHOOL BOARD MEETING Monday, February 16, 2015 – 7:30 PM Colby District Education Center

MEETING NORMS • The Board President will actively monitor our interactions. • We will actively listen and not interrupt others.

A G E N D A:

1. CALL TO ORDER / ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. NOTICE OF POSTING 4. PUBLIC PARTICIPATION 5. BOARD COMMENDATIONS – Deb Koncel, WASB Level III Recognition 6. INFORMATION ITEMS:

6.01 Student Board Representative Report 6.02 Superintendent’s Report – Steve Kolden [Update on Bus #75 Parent Concerns; Clark County

Economic Development Membership; Facilities Update; 2nd Friday Enrollment] 6.03 Strategic Planning Progress Monitoring – Stakeholder Satisfaction

7. CONSENT AGENDA 7.01 Minutes from the January 19, 2015 Regular Board Meeting 7.02 Requests for Out-of-State Travel 7.02-1 Colby Middle School to National History Bee – March 18, 2015 @ St. Paul, MN 7.02-2 Colby Middle School Choir Trip to Gurnee, IL May 15/16, 2015 7.03 Approve Board Member Attendance at Meetings Other Than Regular, Special or

Committee Meetings 7.03-1 Clark County Boards – March 9, 2015 (7 PM) @ Colby Middle School 7.03-2 WASB Day at the Capital – March 18, 2015 @ Madison 7.03-3 Medford Legislative Meeting – March 25th (5 PM) @ Medford High School 7.04 Approve Board Member Expenses for Travel Outside the District 7.04-1 WASB Day at the Capital – March 18, 2015 @ Madison 7.04-2 Medford Legislative Meeting – March 25th (5 PM) @ Medford High School 7.05 Staff Resignations/Retirements/Leave Requests 7.05-1 Deb Monroe, Colby High School Kitchen 7.06 Personnel – Transfers / New Hires 7.06-1 Barb Kilty, Colby High School Kitchen

8. REGULAR BUSINESS – CONSIDERATION OF: 8.01 Agenda Items Moved From Consent Agenda 8.02 Recommendation of Finance Committee

9. DISCUSSION INFORMATION 9.01 Consideration of Reports of Board Members’ Attendance at Seminars and Workshops 9.02 WASB Convention Attendance Reports 9.03 2014-15 Budget Update

505 West Spence St. • P.O. Box 139 • Colby, WI 54421-0139 Phone 715.223.2301 • FAX 715.223.4539

skolden@colby.k12.wi.us

9.04 Board Compensation for Multiple Day Events 9.05 2015-16 Budget and Early Projections 9.06 Resolutions

10. ACTION INFORMATION 10.01 Accept Donation of $250 for Athletics from Forward Financial 10.02 Second Reading Policy #462 – Technical Education Scholarships (TES); Policy #672 –

Purchasing Authority; Policy #760 – Food Service Management; Rule #760 – Lunch Fee Payment Procedures; Policy #881 – Relations with Family and Community Organizations (Sunday Activities)

10.03 Johnson & Block Audit Contract for the 2014-15 Budget 11. CONVENE TO CLOSED SESSION PER WISCONSIN STATUTES 19.85 (1) FOR

THE PURPOSES OF: c) Considering employment, promotion, compensation or performance evaluation data of any

public employee over which the governmental body has jurisdiction or exercises responsibility.

e) Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session. The Board will consider:

11.01 Agenda Items Moved From Consent Information 11.02 Agenda Items Moved From Action Information 11.03 Staff Discipline 11.04 Reconvene in Open Session

12. THE BOARD WILL RECONVENE IN OPEN SESSION IMMEDIATELY UPON COMPLETING THE CLOSED SESSION TO TAKE ACTION, IF NECESSARY, ON SELECTED MATTERS DISCUSSED IN CLOSED SESSION.

13. IDENTIFY ITEMS FOR NEXT AGENDA 13.01 Schedule Meetings:

13.01-1 Strategic Planning Meeting – March 11, 2015 @ 7 PM, CMS Library 13.01-2 Financial Affairs Committee Meeting – March 16, 2015 @ 7:00 PM 13.01-3 Regular Board of Education Meeting – March 16, 2015 @ 7:30 PM 13.01-4 Medford Legislative Meeting – March 30, 2015 @ 5 PM 13.01-5 Personnel Committee Meeting – ? 13.01-6 Policy and Curriculum Committee Meeting – ? 13.01-7 Facilities and Transportation Committee Meeting – ? 13.01-8 Board of Education/Administration Retreat - ?

14. ADJOURNMENT

REGULAR MEETING MINUTES BOARD OF EDUCATION – SCHOOL DISTRICT OF COLBY

MONDAY, JANUARY 19, 2015 COLBY DISTRICT/EDUCATION CENTER

The Regular School Board Meeting on January 19, 2015 was called to order at 7:30 PM at the Colby District Education Center by Board President, William Tesmer. Members present were, William Tesmer, Deb Koncel, Lavinia Bonacker, Eric Elmhorst, Cheryl Ploeckelman, Seth Pinter and Donna Krueger. Also present were Superintendent Steven Kolden, Student Representative Kennedy Kramas and Kristen Seifert. The meeting notice was posted according to the requirements of the open meeting law. The District received a thank you from Don Zenner for the retirement gift. Student Board Representative, Kennedy Kramas reported: the girls’ and boys’ basketball teams have started their seasons and have been working hard; Show Choir hosted the 11th Annual Spectacular on January 10 and 18 schools came from all over Wisconsin and one from Minnesota. The Spectacular has become a huge event and helped the Colby Show Choir become nationally recognized; the Student Council is planning a winter carnival week which will consist of many activities and a formal dance Saturday night; Colby hosted all conference choir and band with 16 schools in attendance. Mr. Kolden reported: WASB Convention is this week; the District is having discussion with surrounding districts regarding a technology consortium; reviewed the 2nd Friday preliminary building enrollment. Mr. Kolden updated the Board on the Strategic Planning Progress Monitoring and the status of the Workforce Development. He reviewed the SMART Goals worksheets. Motion by Mr. Pinter, seconded by Mr. Elmhorst to approve the Consent Agenda as presented minus 7.01 – Minutes from the December 15, 2014 Regular Board Meeting: Resignation of Don Zenner, Colby High School Custodian.

Hire of DuWayne Sheets, Colby High School Custodian. Hire of Charles Borths, Colby High School Custodian. Hire of Stacy Henaman, Colby High School Forensics Speech Assistant Hire of Regan Henrickson, Colby Middle School Special Education.

Voice vote – motion carried. Motion by Mrs. Ploeckelman, seconded by Mrs. Krueger to approve item 7.01 – Minutes from the December 15, 2014 Regular Board Meeting. Roll call vote – Motion carried 5-0-2; Yes-Mrs. Koncel, Mrs. Ploeckelman, Mr. Elmhorst, Mrs. Bonacker, Mr. Tesmer; No-None; Abstain-Mrs. Krueger and Mr. Pinter. Motion by Mrs. Krueger, seconded by Mr. Pinter to approve the receipts and invoices as presented. Voice vote – motion carried. Financial Report TOTAL REVENUE – DECEMBER $ 1,768,202.37 NICOLET NATIONAL BANK-BANK WIRES - FEDERAL w/SS 1785-1794 $ 123,930.22 FORWARD FINANCIAL BANK-MANUAL CHECK 157 $ 39,569.64 REGULAR CHECKS 30896-30923 $ 12,449.41 DIRECT DEPOSITS 9056577-9056744 $ 125,150.48 9056745-9056919 $ 144,559.30 ADVANTAGE BANK-REGULAR CHECKS 68172-68357 $ 232,568.76 TOTAL CHECKS TO BE APPROVED

$ 678,227.81

Financial Report ADVANTAGE BANK-REGULAR CHECKS (DECEMBER) 68146-68171 $ 42,220.09 TOTAL CHECKS TO BE APPROVED

$ 42,220.09

Mrs. Ploeckelman attended the CESA #10 meeting and updated the Board on Focus on Energy. Mr. Kolden reviewed the 2014-15 budget. Community members and Mr. Jon Burnett, Burnett Transportation addressed the board regarding the length of bus route #75 in Dorchester. Community members presented a petition and shared ideas for changing the route to a “first one on – first one off” route. Mr. Burnett shared with the Board the current route background and safety issues. Motion by Mr. Elmhorst, seconded by Mrs. Koncel to allow Donna to vote her conscience on WASB resolutions at the delegate assembly. Voice vote – motion carried. Motion by Mrs. Ploeckelman, seconded by Mrs. Bonacker to not limit open enrollment spaces for 2015-16. Voice vote – motion carried. Motion by Mrs. Koncel, seconded by Mrs. Krueger to approve the addition of Policy #462 and revisions to Policy #672, #760, #881, and Rule #760. Voice vote – motion carried. Motion by Mrs. Krueger, seconded by Mr. Elmhorst to approve the renovations to high school technology education lab at a cost not to exceed $280,000. Voice vote – motion carried. Motion by Mrs. Krueger, seconded by Mr. Elmhorst to authorize a performance contract between the Colby School District and Complete Control, Inc, to provide certain energy and facility improvement measures, including high school technology lab HVAC project, to reduce energy and operational costs in its facilities. Voice vote – motion carried. Motion by Mrs. Krueger, seconded by Mrs. Bonacker to approve and post the RFP for print management services for the School District as presented. Voice vote – motion carried. Motion by Mrs. Ploeckelman, seconded by Mrs. Krueger to approve the contract with CESA #10 for the 2015-16 school year. Voice vote – motion carried. Motion by Mrs. Krueger, seconded by Mrs. Bonacker to approve the consortium contract with CESA #10 for the 2015-16, 2016-17, and 2017-18 school years. Voice vote – motion carried. Motion by Mrs. Krueger, seconded by Mr. Elmhorst to accept with gratitude the donation of six Chromebooks from Forward Financial. Voice vote – motion carried. Motion by Mrs. Krueger, seconded by Mrs. Bonacker to accept with gratitude the donation of basketball shorts from Flink Builders. Voice vote – motion carried. Motion by Mrs. Ploeckelman, seconded by Mrs. Krueger, to convene in closed session per Wisconsin Statutes 19.85 c) Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility. e) deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session. 11.01 Agenda Items Moved From Consent Agenda

11.02 Agenda Items Moved from Action Information 11.03 Superintendent Evaluation 11.04 Review Individual Teacher Evaluation Data 11.05 Discuss Specialist Contract for 2015-16 Roll call vote – Motion carried 7-0; Yes – Mrs. Koncel, Mrs. Bonacker, Mr. Tesmer, Mr. Elmhorst, Mrs. Ploeckelman, Mrs. Krueger, Mr. Pinter; No- None; Abstain-None. 9:19 PM Motion by Mrs. Krueger, seconded by Mrs. Bonacker, to move from closed session and to reconvene in open session as previously announced. Voice vote - motion carried. 9:56 PM Scheduled Board of Education Meetings:

Financial Affairs Committee Meeting – February 16, 2015 @ 7:00 PM Regular Board of Education Meeting – February 16, 2015 @ 7:30 PM Personnel Committee Meeting – February 10, 2015 @ 5:00 PM Policy and Curriculum Committee Meeting – Set Date in March Facilities and Transportation Committee Meeting – “Doodle”

Motion by Mrs. Krueger, seconded by Mr. Elmhorst, to adjourn the meeting. Voice vote - motion carried. Meeting adjourned at 10:07 PM. Respectfully Submitted: Eric Elmhorst, Clerk Kristen Seifert, Reporting Secretary

SCHOOL DISTRICT OF COLBY POLICY#: 462 SECTION: INSTRUCTION

APPROVED:

TECHNICAL EDUCATION SCHOLARSHIP (TES)

The School District of Colby shall annually designate a Technical Excellence Scholar for purposes of the Wisconsin Technical Excellence Scholarship. The scholar shall be the eligible senior with the highest demonstrated level of proficiency in Career & Technical Education (CTE) subjects based on the Higher Education Aids Board (HEAB) recommended ranking system for eligible students. The definition of CTE course is defined under the Carl D. Perkins Career and Technical Education Act of 2006, P.L. 190-270 “Perkins IV,” which is: a secondary-level course offered through the DPI-recognized programs areas of Agriculture and Natural Resources Education, Business and Information Technology Education, Family and Consumer Science Education, Health Science Education, Marketing Education or Technology and Engineering Education; such courses must be taught by a CTE instructor licensed for that specific discipline, except the courses in Health Science Education may be taught by a health education instructor and/or science licensed instructor. A factor in the selection of the scholar is grade point average (GPA). The GPA shall be determined in accordance with the policy established by the School District of Colby Board of Education. Additionally, the student with the highest grade point average must meet all graduation requirements established by the state of Wisconsin and scholarship policies established by the Colby School District Board. The scholar shall be named in accordance with timelines required by ACT 60. Scholars are to be selected for the program to HEAB by February 25 of each year. The value of the scholarship is up to $2,250 per year, to be applied towards tuition. Half of the scholarship is funded by the state, while the other half is matched by the institution. Eligibility of the scholarship does not exceed six semesters.

Selection Procedure 1. A student must be enrolled as a full-time student through seven semesters.

b. The student must have attended Colby High School as a full-time student for four semesters (mid-point of sophomore year to mid-point of senior year).

2. No student may receive both a TES and an Academic Excellence Scholarship. 3. In order to be eligible, a student must exhibit interest in and planning for a technical career.

* prior to September 1, 2017, a school counselor or principal must affirm this. * after September 2017, a student must have an academic and career plan leading to a career in technical education (Wisconsin statutes 115.28[59]).

4. In order to be eligible, a student must complete at least one of the following eight eligibility items: A. Be a CTE concentrator B. Participated in youth apprenticeship program C. Participated in a technical high school diploma program D. Participated in a career and technical training pathway E. Participated in skills standards program F. Completed (or be on tract to complete) and industry-recognized certification program G. Participated in a career and technical student organization (CTSO) in Wisconsin: Such

as FBLA, FCCLA, FFA, Skills USA. H. Complete a technical training program

SCHOOL DISTRICT OF COLBY POLICY#: 462 SECTION: INSTRUCTION

APPROVED:

5. The School District of Colby will use the HEAB-recommended ranking system. The HEAB ranking system consists of ranking eligible students according to a point system reflective of course work and technical education experience. *one point is given to a student for each credit-hour earned in high school in CTE courses. *one point is given to a student for each year of activity in CTSO listed above. *for purpose of assigning a ranking among eligible candidate, credit hours in process at the

time of nomination should be counted toward the number of credits earned.

Tie breaking method When students emerge from the point system with tied scores, CTE grades become the tie-breaker. The grades used for this purpose are only those grades earned in CTE courses, not a student’s overall grade point.

Alternate designation As per the 2015 Wisconsin Act 60, the school district of Colby is required to designate alternate technical excellence scholars. The following criteria for the designation will be used. 1. In the event of a tie with the highest grade point average, the application of the tie breaking

procedure indicated above in the “tie breaking method,” will be applied to determine the alternate(s).

2. In situations where there is not a tie for the highest level of proficiency in technical education subjects and the tie-breaking procedure is not used, the board will designate any remaining seniors with the next highest level of proficiency in technical education subjects. Alternate scholars will be certified in order of priority.

Student requirements

1. The student is responsible to complete an academic and career plan leading to a career in technical education.

2. The student is responsible to apply to a Wisconsin technical school at his or her own expense. The building principal is responsible for communicating these requirements to all students annually via the student handbook or other appropriate means. Cross References: Wisconsin Statutes 39.415 (Wisconsin Act 60) Wisconsin Statutes 115.28[59]) Academic and Career Plan Carl D. Perkins Career and Technical Education Act of 2006 District Policy #345.11 (HEAB) The School District of Colby does not discriminate on the basis of age, sex, race, color, religion, national origin (including limited English proficiency) ancestry, creed, pregnancy, marital status, parental status, sexual orientation, physical disability, mental disability, emotional disability, learning disability, or any other reason prohibited by law.

SCHOOL DISTRICT OF COLBY POLICY#: 672 SECTION: FISCAL MANAGEMENT

APPROVED: 07/21/2008

PURCHASING AUTHORITY The purchasing, receiving, storing and distribution of necessary supplies, equipment and services for use in the educational program and for the various auxiliary services represent a significant expenditure in the school budget. These items must be procured efficiently and economically. The measure of efficient, economical purchasing is the degree to which the right items are provided in the right quantity to the right place at the right time. The function of the purchasing office is to serve the educational program by providing the necessary supplies, equipment and services. The Board of Education declares its intention to purchase competitively without prejudice and to seek maximum educational value for every dollar expended. The acquisition of services, equipment and supplies is centralized in the purchasing department which functions under the supervision of a person designated by the Board as purchasing agent and through whose office all purchasing transactions are conducted. SPECIFIC CONSIDERATIONS 1. The superintendent is appointed by the Board to serve as purchasing agent. He/she shall be responsible for

developing and administering the purchasing program of the school district. 2. The Board of Education authorizes the superintendent to approve non-capital expenditures in the amount

of $4,000 $5,000 or less to cover any single purchase from the general operating budget which may be required to conduct efficient operations within the school district. Purchases over this amount shall be by Board authorization.

3. All contracts for and purchases of supplies, materials, equipment and contractual services in the amount of

$2,500 or more shall be based, when possible, on at least two competitive bids.

4. Bids are not required for: a. Educational items such as textbooks, books, tapes, films, media, workbooks, kits, periodicals. b. Replacement parts for existing equipment where the value of the replacement parts are estimated to be

less than 50% of the total value of the existing contracts. c. C.E.S.A. contracts

d. Maintenance contracts of at least one year's duration where the maintenance is to, be performed on routine or as needed basis on specified equipment and shall include the additional cost of all repair or replacement parts.

5. All contracts which require public advertising and competitive bidding shall be awarded by Board action.

resolution of the Board. Recommendations for the award of all such contracts shall be submitted to the Board by the chief school officer.

6. The District may seek to pre-qualify vendors for ongoing project work. LOCAL PURCHASING It shall be the policy of this school district to purchase locally, provided goods of equal quality and at competitive prices are available from local suppliers. The district purchasing agent should not feel bound to purchase any item locally that can be secured at a saving to this school district from outside sources, nor shall he/she feel bound to purchase locally unless adequate service and delivery can be given by the local supplier. LEGAL REFERENCE: Wisconsin Stat. 120.13(5), (33) CROSS REFERENCE: Rule #672 – Purchase Order Procedures

SCHOOL DISTRICT OF COLBY POLICY#: 760 SECTION: SUPPORT SERVICES

APPROVED: 02/10/03

FOOD SERVICE MANAGEMENT The school lunch program is an integral part of the total education program and as such shall be governed by the same principles and type of control as any other division of the school system. Food services shall include hot lunches through participation in the national school lunch program. As required for participation in the national school lunch program, the school agrees to the following regulations. A "type A" lunch be made available for students. "Each school shall offer its students all five food items of the lunch. Senior high students may be permitted to decline up to two items. Students below the senior high level may be permitted to decline up to two items, or only one item, at the discretion of the local school food authority. A student's decision to decline food items or accept smaller portions shall not effect the charge for the lunch. State educational agencies shall define 'senior high'." Free or reduced price lunches be provided students who cannot afford to pay the price of the "type A" lunch. Students shall also be permitted to bring their lunches from home and to purchase beverages and incidental ala carte items at an additional fee. The board recognizes the value of a nutritious school lunch program and will not authorize competitive food sales during regularly scheduled meal service. The District shall not discriminate in school-sponsored food services programs on the basis of sex, race, religion, national origin, color, ancestry, creed, pregnancy, marital or parental status, sexual orientation, physical, mental, emotional or learning disability or handicap. Discrimination complaints shall be processed in accordance with established procedures. LEGAL REFERENCE: Wisconsin Stats. 115.34, 118.13, 120.10(6), 120.13(1) Wisconsin Administrative Code – PI 9 Food and Nutrition Act (As Amended) Child Nutrition Act of 1966 (As Amended) USDA Ergulations Regulations 7CFR Part 210, 220, 245 CROSS REFERENCE: Rule #411 – Student Nondiscrimination Complaint Procedures Rule #760 – Lunch Fee Payment Procedures

SCHOOL DISTRICT OF COLBY RULE#: 760 SECTION: SUPPORT SERVICES

APPROVED: 07/21/2008

LUNCH FEE PAYMENT PROCEDURES The program will operate as follows: Each student will be issued an I.D. number to be used in place of a ticket. This number will be used throughout the year. When the student goes through the lunch line, he/she will enter their lunch number into the computer. After I.D. is verified through lunch personnel, the computer will automatically deduct the amount for one lunch from their family account. When the family’s account reaches a one-week balance, they will be notified in writing when their account is nearing a zero balance. Free and reduced lunch numbers will be handled in the same manner as the regular price meals. The computer will automatically deduct the appropriate amount of those families that qualify for free and reduced meals. Families are required to make a $15.00 deposit to initiate their account. Thereafter, they may deposit whatever it takes to keep them from a negative balance. Families Grades 5 through 12 students will be notified of low lunch accounts when they go through the lunch line. We The District will only send a written statement when the family account reaches a negative balance. If families are having difficulties in meeting this obligation the school district will work with them to resolve the issue. If the family does not have enough money in the account for the students to cover the cost of the meal, they will be given the opportunity to have a sandwich and container of milk. Students who receive free lunches will not be denied meals. No students will be denied meals if they pay cash.

SCHOOL DISTRICT OF COLBY POLICY#: 881 SECTION: SCHOOL-COMMUNITY RELATIONS

APPROVED: 01/18/99 REVISED: 02/10/03

RELATIONS WITH FAMILY AND COMMUNITY ORGANIZATIONS

(SUNDAY ACTIVITIES)

The Colby School District will not schedule student activities, including athletic practices, club meetings, play practices, band practices, or choir practices on Sunday, except as follows: Athletic practices may be scheduled on a Sunday on the rare RARE occasion that a WIAA tournament

game is scheduled on a Monday or Tuesday or in the case of a regular season game being scheduled on the next Monday. These practices must have prior approval from the athletic director and/or principal. In addition, the coach will notify the parents of the involved athletes.

Play practices, band practices, and choir practices may be scheduled on Sunday if they have a Monday performance. These practices must have prior approval from the principal. In this instance, the advisor will notify the parents of the involved students.

Any other exceptions must be approved in advance by the building principal. Final determination will be made by the district administrator. Scheduling of consistent practices (more than twice in a month) must be approved by the Board of Education. Exceptions should be kept to a minimum.

Any student requesting to be released from Sunday activities for family and community organizational activities will be released without pressure or penalty.